Exhibit B - Questions and Answers.pdf

Exhibit B – Questions and Answers

1. Approximately how many average transactions are reviewed and reconciled per month/or per year?

Answer:

Americas East Supplier Operations - Houston Location – 887 active accounts, estimated 4,000 transaction reviewed per month

Americas West Supplier Operations - Los Angeles area location - 369 active accounts, estimated 1,900 transactions reviewed per month

Americas West Customer Account Section – Los Angeles area location – 212 active accounts, estimated 825 transactions per month

2. Would DLA Energy find it useful and allow one person located near HQ DLA, Ft.

Belvoir, VA to provide liaison activities to resolve transaction issues if required? For example, to assist with support of Task 5 Customer Direct Support in acting as liaison with non- capitalized customers and headquarters business units in resolving access and delivery of product issues.

Answer: No, having personnel near HQ DLA, Fort Belvoir would not be useful.

3. Would DLA Energy allow the use of an increased number of years’ experience in lieu of one level of degree for non-key personnel? For example: “Over 10 years of demonstrated experience and knowledge of DoD or Civilian Energy Policy and Procedures, experience and/or knowledge of DoD Service Components and DFSP Operations, and knowledge and functionality of the Fuels Manager Defense and Enterprise Business System can substitute for a bachelor degree.”

Answer: Yes, demonstrated experience and knowledge of DoD or Civilian Energy policy and procedures, experience and/or knowledge of DoD Service components and DFSP Operations and knowledge and functionality of the Fuels Manager Defense and Enterprise Business System can be a substitute for a bachelor’s degree.

4. Volume 111—Price: RFQ page 14 states each labor category has its own CLIN; however, on RFQ page 1 the Price Schedule indicates the CLINs are by year. Please clarify the format for Volume III—Price Proposal. Are CLINs by labor category or by year? Or do you prefer CLINs by year with labor category detail included as supporting detail for each year’s CLINs?

Answer: The Government will establish a “Total Evaluated Price” for each Vendor by multiplying the Vendor’s proposed unit price for each CLIN as listed in the Schedule on page 1 of the RFP.

5. PWS bottom of page 13 states the requirement for 3-5 recent past performance, whereas Sub Factor 2.1(a) states “a minimum of 1 and maximum of 3”. Please clarify the requirement for Past Performance Volume submission is 3-5 recent past performance.

Answer: Offerors should submit 3-5 recent past performance references. Sub- Factor 2.1 of the RFP refers to the recency and relevancy of each contract that is relevant in scope and complexity where a minimum of one (1) and a maximum of three (3) are required.

6. Please clarify which positions require Secret security clearance and which only require IT- II system access? While related, clearance and system access requirements are not necessarily the same.

Answer: All positions require access to IT-II systems.

7. Reference: PWS paragraphs 2.6 and 2.7 states personnel “Have an active government security clearance (T3 Investigation or higher)”. We request clarification of this requirement. Our candidates are experienced veterans with T3 Background Investigations that are within the timing window described below. Because they no longer are on active duty or on a contract with a clearance requirement their access was canceled when they left their prior positions. However, we have every reason to believe they are fully qualified to have their access and eligibility reinstated to fulfill the contract requirements. We suggest the language use the term “eligible” instead of “active”:

Recommend change to read: “Are eligible for government security clearance (T3 Investigation or higher) at contract award.”

a. Background - An individual is eligible for a clearance based on a completed background investigation T3 for SECRET and T5 for Top SECRET. Secret clearances are up for reinvestigation at 10 years and TOP SECRET after 5 years, although in recent years this has been extended to 6 years in most cases. While an individual may have a Secret eligibility, they are only granted access if they have a “need to know.” An individual that is applying for position may have a successful background check that is within those 10- and 5-year windows but they would not have access as they would not have a need-to-know until they actually started on the contract. The term “active clearance” can have more than one meaning and it is not defined in the National Intelligence Program Operating Manual (NISPOM) DoD inst. 5220.22-M

b. Below paragraph is taken directly from the most current version of the NISPOM:

“(2-205) Pre-employment Clearance Action In accordance with NISPOM paragraph 2- 200a., contractor employees may be processed for a personnel security clearance (PCL) when access to classified information is essential for the performance of tasks or services related to the fulfillment of a classified contract. NISPOM 2-205 allows for submission of a PCL application prior to employment so long as a written commitment, indicating that employment must commence within 30 days of the granting of eligibility for the PCL, has been made to a prospective employee and the prospective employee has accepted that employment offer in writing. The prospective employee’s PCL must be related to the fulfillment of a classified contract or other legitimate government requirement. The prospective employee must commence employment within 30 days of the granting of the eligibility, as annotated in JPAS, that permits the employee to perform the tasks or services associated with the contract or Government requirement for which the individual was hired… When a prospective employee has interim eligibility reflected in JPAS, but has not commenced employment, DSS may request documentation, such as the DD Form 254, from the contractor that supports the contractor’s determination that the individual cannot perform tasks or services without a final eligibility determination.”

Answer: All positions require access to IT-II level systems. Please refer to revised sections 2.6 and 2.7 of the RFP.

8. p. 4. Would the government consider extending the due date for offers one week to Monday December 21st, 2020 at 12:00 PM Eastern Time?

Answer: Please see amendment extending the due of the solicitation to: Friday December 18, 2020, by 12:00 pm EST Belvoir, VA Time.

9. General: Is there a current incumbent performing this work? If yes, who is the current contractor?

Answer: This is a new requirement and therefore there is not an incumbent.

10. General: Does the government have an estimated level of effort for this requirement?

Document: Attachment 1, PWS

Answer: Please see ROM attached for the estimated level of effort.

11. Section 2.1., Introduction. Will our team be servicing all 1,228 active product accounts?

Answer: Yes.

12. Section 2.1., Introduction. How are these product accounts currently being serviced? By contractor employees or government employees?

Answer: Government employees.

13. Section 2.6., Key Personnel. Can the government please clarify if the contract manger and program manager need to be full-time positions? The paragraphs that follow indicate that the program manager and senior analyst can be one individual.

Answer: The contract manager and the program manager do not need to be full-time positions. The program manager and the senior analyst may be one individual.

14. 2.13.3 Duty Location. How many workspaces are currently available on site in Houston and Los Angeles?

Answer: There are three workspaces in Houston and 2 cubicles and a conference room in the Los Angeles area office.

15. 2.13.3 Duty Location. Can this work be performed remotely?

Answer: The work can be done via telework in the local commuting area (within 100 miles or 2 hours of office location).

16. Page 10 - Proposal Format - Please provide the page limit for the Cover Letter

Answer: There is no page limit for the Cover Letter.

17. Page 58 - DLAD 52.204-9000 VENDOR PERSONNEL SECURITY REQUIREMENTS (JUL 2015) – Please provide clarification on whether the vendor is required to have the security requirements at submission or whether security clearance can be obtained post-award.

Answer: NAC background check needs to be done prior to contract start date.

18. Page 58 - DLAD 52.204-9000 VENDOR PERSONNEL SECURITY REQUIREMENTS (JUL 2015) Please provide clarification on whether a vendor’s pending personnel NAC background check application, at the time of proposal submission, meets the requirements of this section.

Answer: Please see response to question 17.

19. Page 21 – Questions – when will the responses to the questions be emailed?

Answer: Questions and Answers to this RFP will be posted to BetaSam, they will not be e-mailed to each vendor.

20. Reference: PWS, 2.7.2, p. 20 Resumes, degrees and certifications must be provided at proposal submission for non-key personnel illustrating the required security clearance, qualifications, and experience in performing the duties of the position. If the contractor requests to add new non-key personnel for the performance of this contract, the contractor must provide the resume(s) and copies of qualifications of the new personnel to the COR at least three (3) business days prior to that new employee’s commencement of performance for the Governments review and approval.

Question: Can the Govt. explain its rationale for requiring copies of degrees and certifications at proposal submission instead of upon award?

Rationale: During COVID-19, this requirement puts an extreme burden on the proposed personnel.

Answer: The Government must ensure qualified persons are able to perform the requirement at contract award.

21. Reference: PWS, 2.7.1, p. 19-20 2.7 NON-KEY PERSONNEL REQUIREMENTS AND QUALIFICATIONS. 2.7.1. The contractor team must demonstrate experience and operational skills, across the collective, non-key personnel staffing plan, to perform the following: 7. Possess a Bachelor’s degree from an accredited educational institution.

Question:

Will the Govt. consider waiving the bachelor’s degree requirement?

Rationale: There may be veterans or others who have commensurate experience that may be substituted for education.

Answer: Demonstrated experience and knowledge of DoD or Civilian Energy Policy and Procedures, experience and/or knowledge of DoD Service Components and DFSP Operations, and knowledge and functionality of the Fuels Manager Defense and Enterprise Business System can substitute for a Bachelor’s degree.

22. Reference: PWS, 2.3.1.1, p. 3, 2.3.1.1 Daily Analysis / Document upload: Complete an analysis of documents that require uploading into the Webtool program. Communicate with DLA Energy Region office POC when necessary for guidance and direction. Secure missing documentation from site or Region Resolution Specialist and review it for accuracy/completeness and upload document in Webtool program making the necessary annotations/notes in the Webtool notes area and select the appropriate drop down if applicable.

Question: Will the Govt. provide the name of the webtool?

Rationale: Naming specific web tools will yield better results during the recruitment process and ultimately better serve the Govt.

Answer: Webtool is a proprietary DLA Energy system: Inventory Accountability Web Tool.

23. Question: Can the Govt. please provide the name of the incumbent contractor and the contract number?

Answer: This is a new requirement and therefore no incumbent exists.

24. Question: If this is a “new requirement,” can the Govt. please provide any information (e.g., contract number) regarding any previous contracts that cover the scope of this work?

Answer: This is a new requirement and therefore there are no previous contracts that cover the scope of this work.

25. Reference: COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS, Instruction to Offerors, p. 9, If any portion of the work will be subcontracted, identify the subcontractor(s) or team member(s) and their respective role(s).

Question: Can the Govt. clarify the requirement to identify a subcontractor’s respective role?

Answer: It is up to the vendor to decide whether or not to use subcontractors, the Government just needs to identify who the subcontractor is.

26. Reference: PWS, Key Personnel, p. 17, 2.6.1 The Contractor must propose a minimum of two (2) “Key Personnel” with the skillset, working knowledge, necessary qualifications and SME(s) to effectively perform the scope of work for this PWS. Key Personnel proposed shall fully meet or possess the respective qualification(s), experience level, degrees and/or certifications(s) for which they are proposed by the Contractor at the time proposals are submitted. The following three (3) personnel are considered Key and must be provided on a full-time basis: Program Manager Contract Manager and Senior Analyst.

Question: Can the Govt. clarify whether the contractor is required to propose a minimum number of non-key personnel?

It is the Vendor’s responsibility to determine and quote their most effective and efficient labor categories, labor skill mix, and qualified personnel to meet all Tasks, Deliverables, Key Personnel and non-Key Personnel requirements of the PWS.

27. Question: Can the Govt. clarify the discrepancy of three (3) personnel and two (2) personnel?

Rationale: Even though the Govt. stated that the PM can fulfill the role of contract manager, the requirement is that three (3) personnel must be provided on a full-time basis.

Answer: The contract manager and the program manager do not need to be full-time positions. The program manager and the senior analyst may be one individual.

28. Reference: PWS, Performance Requirements Summary, p. 14, 2.3.6.5 The Contractor shall designate and provide a contract Program Manager. The program manager is a person, designated in writing by the Contractor, who has complete authority to act for the Contractor in every detail during the term of the Contract. The Program Manager shall have the authority to accept notices of deductions, inspection reports and all other correspondence on behalf of the Contractor. The Program Manager can be dual-hatted and also serve as one of the analysts. This position would be located in the DLA Energy Americas East offices in Houston, Texas.

Question: Can the Govt. explain its rationale for aligning the Program Manager with three roles: Contract Manager, Program Manager, and analyst?

Answer: The Program Manager is not being aligned with three different roles, what the Government has said is that the program manager can be dual-hatted and also serve as one of the analysts. It is the Vendor’s responsibility to determine and quote their most effective and efficient labor categories, labor skill mix, and qualified personnel to meet all Tasks, Deliverables, Key Personnel and non-Key Personnel requirements of the PWS.

29. Reference: COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS, Evaluation of Factor 1, p. 16, PWS, 2.7.1 and 2.7.2, pp. 19 – 20 Evidence of reach-back capability, including subcontractors, consultants and business partners to eliminate any disruption in service and ensure performance is continued (e.g. qualified replacement of key and/or non-key personnel). 2.7.1. The contractor team must demonstrate experience and operational skills, across the collective, non-key personnel staffing plan, to perform the following: Resumes, degrees and certifications must be provided at proposal submission for non-key personnel illustrating the required security clearance, qualifications, and experience in performing the duties of the position.

Question: Will the Govt. provide any additional information for non-key personnel?

Rationale: It’s difficult to provide a labor mix, pricing, and the requested resumes, degrees, and certifications without this information. For example, presently the non-key personnel all have the same requirements. In a typical labor mix, personnel would fulfill supporting roles, as well as more senior roles such as task order leads.

Answer: Please refer to the attached ROM which represents represent the level of effort that DLA estimates may be necessary to accomplish the tasks outlined in the

PWS.

30. Reference: COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS, Volume II, p. 13, The Government reserves the right to only consider past performance under Federal Government contracts or DLA Energy contracts.

Question: Can the Govt. clarify whether it will consider past performance references from Federal Government contracts, other than DLA Energy?

Rationale: This precludes DLA contracts and/or federal contracts with similar size, scope, and complexity from being considered.

Answer: As indicated on page 13, the Government will consider past performance under federal contracts.

31. Reference: COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS, Volume II, p. 13, The Government reserves the right to only consider past performance under Federal Government contracts or DLA Energy contracts.

Question: How will the Govt. evaluate non-DLA Energy past performance references?

For example, will they be evaluated as non-relevant and/or less relevant?

Answer: Please refer to the past performance relevancy rating scale on page 19 of the RFP, all past performance references will be rated as Very Relevant, Relevant, Somewhat Relevant and Non-Relevant.

32. Reference: COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS, Volume II, p. 13, A minimum of one (1) and maximum of three (3) referenced contracts with point of contact information (i.e., phone number and e-mail address) should be included. Ensure that the points of contacts for those contracts are current and that the phone numbers and email addresses are correct. The Offeror must identify three to five (3-5) recent and relevant past performance references within the last five years...

Question:Can the Govt. clarify how many past performance references are required (i.e., 1-3 or 3-5)?

Answer: Offerors should submit 3-5 recent past performance references.

33. COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS, Volume II,

p. 13 Question: How many past performance references must come from the prime?

Answer: The government requires three to five (3-5) recent and relevant past performance references within the last 5 years regardless if they came from a Prime Contractor.

34. Reference: COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS, Volume II, p. 13, There is a five (5) page limit for Past Performance. Question: Is the five (5) page limit for past performance references combined, or individual past performance references?

Answer: The five (5) page limit applies to the past performance volume submission, please refer to the past performance questionnaire on page 14 of this RFP for individual past performance references.

35. Reference: COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS, Total Fixed Price Table, p. 1, Question: Will the Govt. provide a pricing spreadsheet?

Rationale: It’s difficult to determine the number of anticipated hours, LCAT mix, etc.

without a pricing spreadsheet. In the alternative, will the Govt. provide additional pricing information to assist the Offeror in developing the LCAT mix?

Answer: The Government will not provide additional pricing information or pricing spreadsheet. Please see attached Rough Order of Magnitude (ROM). It is the Vendor’s responsibility to determine and quote their most effective and efficient labor categories, labor skill mix, and qualified personnel to meet all Tasks, Deliverables, Key Personnel and non-Key Personnel requirements of the

PWS.

36. With respect to submitting our proposal against opportunity SP0604-21-R-0402, we note that SF 1449 is presented as optional. We respectfully ask for confirmation that an SF 1449 is not required, and that we can submit all pricing requirements within our Volume 3.

Answer: An SF 1449 is not required.